The modern workplace has evolved tremendously over the past century, due in large part to the advent of improved tools (example – Dynamic PDF Stamps), processes, and the move by many to go paperless. From early typewriters and teletypes, to computers, word processing and spreadsheet programs, fax/scanners/copiers, the Internet, networking, workplace automation design, and more, each stage of advancement has delivered increased efficiency and productivity.
While the progress is incontrovertible, many workplaces continue to be negatively impacted by an Achilles Heel that serves to thwart their potential for obtaining maximum productivity. Despite advancements, many of today’s offices remain reliant on a business tool that dates back well over a century – the rubber marking stamp.
And, as we’ve discussed before, this is not a matter of simply slowing things down a bit. Manual processes are silent productivity killers that inhibit efficient workflow. Even something so mundane as stamping a document has a real effect on a company’s efficiency and bottom line.
Failure to Recognize
This begs the question of why companies continue to rely on a dated business tool that, by its very nature, forces them to maintain inefficient manual workplace processes. Especially when there is a proven alternative – customizable Dynamic PDF Stamps.
The answer – most simply fail to recognize the extent to which their processes incorporate manual stamping.
To gain perspective on the issue, it’s important to determine which stamps are being used (e.g.- received, rejected, paid), what they are used for (what do they convey and to whom do they do so), which departments use them, and the overall number of people within the organization who stamp docs routinely.
Rubber stamps in the workplace are much like potato chips – you don’t do just one. It’s a safe bet that if your company uses them at all within their workflow processes, they tend to use them a lot.
Common examples include:
- Company Name
- Internal Use Only
- Page #
- Case Number
- Account Number
- Docket Number
- Under Contract
- And More
Adding a Mark
Be it for paper documents received from external sources, such as invoices from vendors or suppliers, orders from customers, filings, etc., or those created by various departments within the organization, manual stamps are typically used to convey specific information to coworkers in the workflow process. Alternatively, some are intended to convey information to outside customers and businesses.
Beyond simple messages or instruction, such as confirmation of receipt or the status of a claim, many companies use custom rubber stamps that provide information that is specific to their industry. Examples include healthcare practices and companies, legal offices, architectural firms, government organizations, etc. All summed, it’s surprising just how many stamped markings are added to the vast majority of documents received from external sources, as well as those generated internally.
It’s important to ascertain just how tethered an organization is to the rubber stamp by observing the number of departments within that are likely to use stamps for manual marking. Typical departmental touchpoints range from receiving and/or mailroom areas, reception and general administration, AR and AP, procurement, orders, fulfillment, legal, compliance, quality control, and more. Once again, the numbers add up and are often quite surprising.
The number of people tasked with using a stamp to manually mark documents within any organization is generally proportional to their company’s overall size and footprint. A company with a small staff doing business in a single locale is likely to have a very limited number of manual stampers.
Meanwhile, a global enterprise with tens of thousands of workers conducting operations in multiple locations throughout the U.S. and abroad is sure to rely on an army of stampers during the course of each business day.
Whatever the number within any organization, it’s a sure bet that each time a worker engages in the manual process of marking documents with a rubber stamp, their overall productivity is diminished.
Dynamic PDF Stamps – the Alternative Solution
Whether small company or large, workflow efficiency is critical to maximizing productivity and increasing the bottom line. Yet, no matter how well-crafted an automated workflow strategy might be, manual processes inevitably diminish their value.
Moreover, companies often fail to recognize the scope of their reliance on manual processes. Manually stamping external or internally generated documents is a good example – the numbers add up quickly, resulting in increased processing time and error rate, diminished output, reduced job satisfaction (nobody likes to stamp docs all day) and higher costs to the company.
Alternatively, fully customizable Dynamic PDF Stamps offer companies a cost-effective solution. They are easily implemented and sure to increase productivity in the workplace while positively impacting the bottom line.
Contact us today to learn more about how our fully customizable Dynamic PDF Stamp solutions can help you automate your processes and drive down costs.